Email a batch of invoices that have already been printed, in one run. You set the selection criteria that pick which documents to include, compose a covering email message, then send. The screen reports the outcome for every email in a results grid.
The task is reached from Sales → Email → Email Printed Invoices in the navigator. The screen presents two tabs:
Set the selections, compose the message on the Email tab, then choose Send Emails. The task processes the matching documents asynchronously and shows progress while it runs. The Send Emails button becomes a Cancel button during the run, which stops processing.
The Selections tab chooses which printed invoices are emailed. The available criteria are supplied by the server for this task, so they match the desktop Email Printed Invoices selections (for example ranges and dates that narrow the set of documents). Any yes/no options the task carries are grouped into an Options block beneath the criteria.
For how the Selections panel works in general — entering ranges, dates, periods, and multi-select values — see Selection Criteria.
The Email tab is where you compose the message that accompanies every invoice in the run. Each invoice is sent as an attachment to a recipient resolved by the task; the message you compose here is the body and heading shared by all of them. The message opens pre-filled from the invoice email template; if that template cannot be loaded, the composer opens empty with a notice so you can still write a message and send.
| Subject |
The email subject line. Accepts merge fields (see below). |
| Choose Template… |
Pick a saved email template to fill the subject, message body, filename, and append-signature setting. This button appears only when templates are available. If you have already edited the message, choosing a template asks you to confirm before it replaces your edits. |
| Attach Files… |
Attach additional files that are sent with every email in the run, alongside the invoice document. Up to 5 files can be attached; the per-file size limit is set by a company setting. Each attached file is shown as a chip that can be removed. |
| Email Filename |
The filename used for the invoice attachment. Accepts merge fields. |
| Append Signature |
When ticked, your configured email signature is added to the message. |
| Sender & copies |
A collapsible section holding the From, Reply To, CC, and BCC fields. It is collapsed by default; leave these empty to use the company defaults. |
| Message |
The formatted (HTML) email body, edited in a rich-text editor. Accepts merge fields. |
A Merge Fields picker sits beside the message (it becomes a dropdown above the editor on narrow screens). Picking an item inserts it at the cursor in whichever of the Subject, Email Filename, or Message you last edited. The picker is searchable and has three tabs:
| Objects |
Data fields grouped by object (for example document and customer fields). Inserted as |
| Functions |
Built-in functions grouped by category, each inserting its signature. The function description is shown as a tooltip. |
| Operators |
Expression operators, each inserting its symbol. |
When the run finishes, the form is replaced by a results view. It shows the criteria that were used, a result grid, and a totals footer.
| Selections summary |
A read-only summary of the selection criteria that produced this run, shown as chips above the grid. |
| Display filter |
Toggle the grid between All, Errors, and Success. Each toggle shows its row count. |
| Results grid |
One row per email the task attempted. A Status indicator (green tick for success, red icon for failure) is shown first and cannot be hidden; rows that failed are also tinted. The grid's "…" menu prints a report-style copy of the rows currently shown. |
| Totals footer |
Shows the Records count (total emails processed) and the Errors count. The Errors figure is highlighted when it is greater than zero. No monetary totals are shown for this task. |
If no documents matched, the grid is replaced with the message "No documents were processed."
Choose Back to Selections to return to the form and run the task again.
The columns shown by default are:
| Status |
Success or error indicator for the email (derived; always shown first). |
| Account |
The account code on the document. |
| Email Address |
The address the email was sent to. |
| Email Subject |
The subject line of the email that was sent. |
| Message |
The per-row status message. For a failed row this carries the reason the email could not be sent. |
Further columns are available through the grid's column chooser, including Name, Email Number, Document No, Doc Date, Gross, Gross Bs, Currency, Class, and Document ID.
To open and run this task you need the Invoicing Tasks – Printing permission at the Control level. Without it, the task does not appear in the navigator.